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Purchase to pay with Basware electronic invoices FAQs

Frequently asked questions about purchase to pay (P2P) with Basware electronic invoices.

What is an electronic invoice?
Electronic invoicing (e-Invoicing) is the exchange of the invoice document between a supplier and a buyer in an integrated electronic format. Traditionally, invoicing, like any heavily paper-based process, is manually intensive and is prone to human error resulting in increased costs and processing lifecycles for companies.

Why should I use electronic invoicing?
Electronic invoicing the preferred method for receipt of invoices by the City and County of Swansea. We anticipate that this will be the only way that the Council will accept delivery of supplier invoices in the future. For existing contracts, the Council cannot guarantee prompt payment if paper invoices continue to be sent by suppliers.

Is electronic invoicing a requirement for doing business with the council?
No, although the Council is actively phasing out the processing of paper invoices to take advantage of the benefits that electronic invoicing provides to both us and our suppliers.

What are the benefits of electronic invoicing to me, as a supplier?
The benefits and advantages of electronic invoicing are:

  • Faster payments
  • Reduces paper, print and postage costs
  • Improved customer satisfaction as invoices are received directly in Payables system
  • Reduces carbon footprint
  • Enhances visibility and controls
  • It is free to suppliers

Are there any charges when using any of the electronic invoicing solutions provided by Basware?
There are no charges for suppliers to use the standard solution that the Basware portal provides. Charges may be applicable if your back office system needs to be integrated into the Basware system.

What does my company get when we register with Basware?
When your company registers with Basware you will get 

  • Unlimited users accounts
  • Ability to receive electronic Orders and send electronic Invoices with many public sector organisations.
  • A facility to upload electronic catalogues or connect your existing eCommerce website via Punchout
  • A facility to integrate your existing back office systems to receive orders / send invoices
  • A dedicated Service Desk

Is payment made through the Basware system?
No - City & County of Swansea will continue to pay using their existing systems.

Is electronic invoicing secure?
Yes, electronic invoicing is more secure than many traditional methods of sending and receiving documents. Electronic invoicing uses a combination of digital signatures and powerful encryption technology to secure delivery. Documents are digitally signed providing them with a legal status within the countries the service operates in. This also ensures that the document integrity remains intact and that the authenticity of the sender can be verified. Only registered users can access documents and import them into their accounting systems.

Do I need to install any software?
No, the Basware service is non-intrusive. Suppliers can use a standard Internet browser to convert items on a purchase order into an electronic invoice and return this to City & County of Swansea.It is likely that Suppliers that choose to integrate their back offices systems will requires some changes.

Are electronic invoices compliant with VAT and tax regulations?
Yes, electronic invoicing from the Basware Network is compliant with local VAT and tax regulations and members of the network can access copies of their electronic invoices 24/7 via the Supplier Portal.

Will electronic invoicing be a requirement for new tenders and new suppliers?
For new contracts, the Council will include terms and conditions in contracts for future business which will require suppliers to use the Basware Network to send invoices electronically. If a supplier is unable to use the Basware Network it will be a requirement to use an alternative method of electronic invoicing. This will be reviewed when the authority contracts with the supplier.

Will I need to use this service if my account is currently paid on time?
The City and County of Swansea has begun to phase out the use of paper invoices. Your use of electronic invoicing through the Basware Network or an alternative electronic method will ensure we pay you on time.

What happens if I still send paper invoices?
Paper invoices will soon be phased out completely. Paper invoices will only be paid if they are granted exception status.

What happens if there is a problem with the invoice I sent electronically?
If there are issues with receipt or content of your invoice you will receive an e-mail notification notifying you of reason of rejection and actions you will need to take to ensure it is can get paid.

Will I be paid quicker?
No, but this increases our ability to pay you on time.

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